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Corporate Wellness Platform and CRM
A wellness platform and CRM that lets a corporate wellness provider run screenings, health coaching and employer accounts in one place.
Business goals
The client helps employers offer wellness programs that their people actually stick with. Each program depends on repeated contact: a yearly screening, regular time with a health coach, personal goals, and a clear record of who took part. The client needed software that could carry that cycle for many employers at once, along with a CRM to keep track of employer accounts, so coaches and account staff worked from the same picture.
Project overview
Hexagon built the wellness platform and the CRM behind the client's employer programs. Participants log in to see screening results, goals and activities. Coaches get a caseload view and session notes. Account staff use the CRM to manage employers, contacts and renewals. Because both systems share one set of participant and employer records, a change in program status doesn't have to be typed in twice or chased across departments.
Challenges faced and solved
A wellness program runs on follow-through, and follow-through is hard to see without the right records.
Running one yearly cycle across many employers
Every employer has its own enrollment window, screening dates and rules. Run from spreadsheets, a single missed date can leave a whole group of employees out of their program year.
We built program setup at the employer level, so each account keeps its own calendar and rules while coaches and participants use one shared platform.
Matching people to the right level of support
Someone with high cholesterol needs a different program than someone whose numbers are in range. Sorting those people by hand after each screening event is slow and easy to get wrong.
We tied each participant's track to their screening record, so staff can see who belongs in monthly coaching and who belongs in periodic health activities.
Keeping coaching consistent
Health coaching depends on a relationship and on memory. When notes live in a coach's own files, the next session starts cold and a replacement coach starts from nothing.
We gave coaches a caseload view with session history and participant-set goals, so every conversation picks up where the last one ended.
Showing employers their program is working
An HR leader renewing a wellness contract wants participation facts, not anecdotes. Pulling those facts together by hand for every account eats up the time of the people selling and serving them.
We connected the CRM to platform activity, so account staff see each employer's participation next to its contacts and renewal date.
Features
| Feature | Description |
|---|---|
| Participants | |
| 1. Participant Login | Employees and covered spouses sign in to their own account, which keeps their program details in one private place. |
| 2. Program Enrollment | Participants opt in online during their employer's window, so enrollment no longer depends on paper forms passed through HR. |
| 3. Screening Results | Yearly results for measures such as blood pressure, cholesterol, BMI and tobacco use appear in the account, so people can compare one year with the last. |
| 4. Personal Goals | Participants record the goals they agreed with their coach, such as cutting back on soda or quitting tobacco, and can return to them between sessions. |
| 5. Activity Tracking | People whose numbers are in range see the periodic health activities due and can mark them complete. |
| 6. Program Status | A clear status shows whether a participant is meeting program requirements, which matters when an employer ties a benefit to taking part. |
| Health coaches | |
| 7. Coach Caseload | Each coach sees their assigned participants and who is due for a session, so nobody quietly drops off the list. |
| 8. Session Notes | Coaches record what was discussed after each session, and that history stays with the participant if a coach changes. |
| 9. Goal Follow-Up | Goals and their progress sit next to session notes, which gives every call a concrete starting point. |
| 10. Screening View | Coaches see a participant's results alongside their goals, so advice reflects the person's actual numbers. |
| Program administrators | |
| 11. Employer Program Setup | Staff configure each employer's enrollment window, screening dates and participation rules without changing any code. |
| 12. Screening Data Entry | Results from screening events are recorded against the right participant and program year. |
| 13. Track Assignment | Administrators place participants in coaching or activity tracks based on screening results and program rules. |
| 14. Role-Based Access | Coaches, administrators and account staff see only what their job requires, which is essential for personal health information. |
| CRM and account team | |
| 15. Employer Accounts | Every employer has one record with its locations, program details and history, so account staff don't have to hunt for context. |
| 16. Contact Management | HR leaders, benefits brokers and other contacts are stored against the account along with notes from past conversations. |
| 17. Sales Pipeline | New employer opportunities move through defined stages, which shows the team what is close and what has stalled. |
| 18. Renewal Tracking and Reports | Renewal dates sit beside participation reports for each account, so the renewal conversation starts with facts. |
How the platform is put together
Each layer has one job.
The result
The client's wellness programs and employer relationships now run on connected systems instead of separate lists. Coaches, administrators and account staff work from the same records.
| Area | Before | After |
|---|---|---|
| Program administration | Employer calendars and rules tracked separately | Each employer's program configured in the platform |
| Coaching records | Notes kept with the individual coach | Session history and goals stored with the participant |
| Employer relationships | Account details spread across staff | One CRM record for each employer, with its contacts and renewal date |
| Participant visibility | Results and requirements hard for employees to find | A personal login showing results, goals and status |
How we took it from idea to launch
Good software follows a process. Here are the six stages, and what happens in each one.
Discovery & Requirements
Goal: Define the product vision, target audience and core business requirements.
Key activities- Stakeholder interviews
- Market and competitor research
- Defining user personas
- Drafting technical specifications or a Product Requirements Document (PRD)
Design (UX / UI)
Goal: Create an intuitive user experience and visual interface.
Key activities- UX design: information architecture, user flows and wireframes
- UI design: high-fidelity mockups and interactive prototypes in Figma or similar tools
- Design system: colors, typography and component libraries
Development: Frontend & Backend
Goal: Build the functional application using agile sprints.
Key activities- Backend: set up databases, design APIs (REST, GraphQL), implement server logic, and configure authentication and authorization (OAuth, RBAC)
- Frontend: build responsive interfaces and connect components to backend APIs
- Version control: manage code through Git and GitHub
Security & Optimization
Goal: Harden the application against vulnerabilities and boost performance.
Key activities- Security: address the OWASP Top 10, including injection, XSS and CSRF, enforce encryption in transit and at rest, and implement rate limiting
- Optimization: code splitting and lazy loading, database indexing, API caching and load testing
- QA and testing: unit, integration and end-to-end tests
Beta Release
Goal: Deploy to a controlled group of real users to catch edge-case bugs and gather feedback.
Key activities- Set up staging and production CI/CD pipelines
- Launch a closed or open beta with real users
- Monitor errors through observability tools
Public Release (Launch)
Goal: Roll the software out to the general public.
Key activities- Final production deployment
- DNS configuration
- Marketing and onboarding rollout
- Post-launch performance and security monitoring
Business benefits
Coaches can see who is due for a session before that person drifts away.
Account staff walk into employer conversations with participation facts at hand.
A new employer is a new configuration rather than a new spreadsheet.
Role-based access limits sensitive information to the people who need it.
Conclusion
Corporate wellness only works when people keep showing up over a full program year, and that takes a system that remembers everything between visits. Hexagon gave the client a platform for participants and coaches and a CRM for the employer side of the business, with both drawing on shared records. If you run a coaching, benefits or member-based program and your staff are holding it together with spreadsheets, we'd be glad to talk through how your own program year could run.
Talk to us about your projectRelated services: CRM development · custom software development
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